03-17-2009 Minutes
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-868-
The regular monthly meeting of the Salina Public Library Board of Trustees was held at
7:00 a.m. on Tuesday, March 17,2009, in the Tech Center Conference Room.
The following Board members were present: Sandie Johnson, Nina Ainslie, Mary
Shaffer, Brian Schmidt, Jo Reed, James Hall and Sheldon Lilak. Others present were
Joe McKenzie, Sandy Wilcox, Melanie Hedgespeth and Mike Wilson observer from the
League of Women Voters.
Jo Reed called the meeting to order
ACTION: KOHA Automation System Proposal, Melanie Hedgespeth.
Melanie spoke to the Board about the proposed automation system, KOHA. The
Northeast Kansas Library System uses KOHA and really likes the system. One of the
advantages to KOHA is that it is a smaller system and we will have the availability to get
changes made quicker. It also has a more user friendly catalog for patrons. KOHA is
an open source system, if one library in the system makes an update or improvement
that improvement is available to everyone else in the system. The support fees will be
greatly reduced compared to SIRSI. At this point we know that Kansas Wesleyan will
be using KOHA so our resources would be shared. Melanie answered questions from
the Board.
09-05 On a motion made by Sheldon Lilak and seconded by Nina Ainslie it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
automation system change to KOHA. Motion passed. P868.03/17/09.
09-06 On a motion to amend made by Sheldon Lilak and seconded by Nina Ainslie it
was RESOLVED THAT: The Board of Trustees of the Salina Public Library approves
to amend the previous motion to include the statement that this project is to be funded
from the Capital Improvement Fund. Motion passed. P868. 03/17/09.
MINUTES:
Jo Reed asked for any changes or additions to the February Board Meeting Minutes.
09-07 On a motion made by James Hall and seconded by Sandie Johnson it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
minutes of the February Board meeting as written~ Motion passed. P868.03/17/09.
PUBLIC COMMENTS:
None
FRIENDS OF THE LIBRARY:
The Friends had a very successful book sale in February. They are going to give out two
$2,000 scholarships this year. They are also funding resources for a staffwellness
program, a hospitality petty cash fund, a clip on microphone and six card tables to use
for CLASS. Donna Antrim is working with the Salina Art's Center to possibly hold our
Art Sale at their warehouse on Fourth Street.
-869-
DISCUSSION/ACTION:
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Funeral/Critical Illness Leave (1st reading)
Discussion was held on this policy.
09-08 On a motion made by Sandie Johnson and seconded by Sheldon Lilak it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
Funeral/Critical Illness Leave Policy Update, as written with clerical corrections on first
reading. Motion passed. P.869.03/17/09.
Meeting Room Policy Update (1st reading)
Discussion was held on this' policy.
09-09 On a motion made by Sheldon Lilak and seconded by Brian Schmidt it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library approves the
Meeting Room Policy Update, with suggested changes on first reading. Motion passed.
P.869.03/17/09.
NOMINATION COMMITTEE:
Jo Reed and James Hall will work on Nominations
DIRECTOR EVALUATION PROCESS:
Jo Reed handed out director evaluations for Board Members to fill out and return to
her by March 20, 2009. Staff evaluations will also be handed out and returned by
March 24th. Sandie Johnson, Sheldon Lilak and Nina Ainslie offered help to compile
results.
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FINANCIAL REPORT:
We had a large expenditure out of the automation line item for new Tech Center
computers. Our supply line item was also large due to the fact that we purchase most of
the library supplies the first of the year. Light and heat was also high last month. We
had an accounting expenditure for our yearly audit.
STATISTICAL REPORT:
February was a relatively busy month. CLASS use was high. The economy has
stimulated more use of library services. Our meeting room use was also high.
LIBRARIAN'S REPORT:
The Poetry series will start in April. These will be held at Mokas Bakery on Tuesday
evenings. Job Descriptions are updated and we will be starting the reclassification
process soon. We need a Board Member to participate on this committee. Sandie
Johnson offered to help. The StaffWellness Committee will be starting a new walking
program for staff. The Friends are providing pedometers to those that participate.
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BOARD COMMENTS:
None
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-870-
09-10 On a motion made by Sheldon Lilak and seconded by Mary Shaffer it was
RESOLVED THAT: The Board of Trustees of the Salina Public Library adjourn at
8:24 a.m. Motion passed. P870. 03/17/09.
Secretary, Mary Shaffer
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03/17/09
Date
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Salina Public Library
REVENUE/EXPENDITURE REPORT
MARCH ~009 2 3 4 5
March Jan-March 09 Budget $ Over Budget % of Budget
Income
305 . APPROPRIATIONS 107,213.71 1,080,367.78 2,045,148.00 -964,780.22 52.83%
310 . UNENCUMBERED CASH BAL REV YR 90,691.00 -90,691.00 0.0%
315 . INTEREST INCOME 156.05 410.16 20,000.00 -19,589.84 2.05%
316 MISC. INCOME 594.21
Totallncome 107,369.76 1,081,372.15 2,155,839.00 -1,074,466.85 50.16%
Expense
410 . SALARIES 111,652.02 333,887.79 1,427,839.00 -1,093,951.21 23.38%
412. PERIODICALS-REFERENCE 1 ,524.00 3,753.36 29,0~0.00 -25,246.64 12.94%
415. LIBRARY MATERIALS
02-415. YOUTH SERVICES 10,193.15 15,482.69 45,000.00 -29,517.31 34.41%
04-415. KANSAS DEPT. 269.99 841.99 4,000.00 -3,158.01 21.05%
05-415. REFERENCE 105.50 2,805.12 19,000.00 -16,194.88 14.76%
08-415. ADULT COLLECTION 9,892.74 20,724.08 88,000.00 -67,275.92 23.55%
Total 415 . LIBRARY MATERIALS 20,461.38 39,853.88 156,000.00 -116,146.12 25.55%
416 . INFORMATION TECHNOLOGY 150.00 8,200.00 25,000.00 -16,800.00 32.8%
417. LIBRARY MAT Audio-Visuals 10,009.17 21,823.86 90,000.00 -68,176.14 24.25%
420 . SUPPLIES 184.72 3,811.45 14,000.00 -10,188.55 27.23%
425. POSTAGE 60.47 4,091.33 22,000.00 -17,908.67 18.6%
430, WATER 222.66 451.13 8,000.00 -7,548.87 5.64%
435 . LIGHT & HEAT 7,182.07 21,891.09 84,000.00 . -62,108.91 26.06%
440 . TELEPHONE 419.76 1,259.37 6,000.00 -4,740.63 20.99%
a5. REPAIRS & MAl NT 5,299.48 6,907.24 42,000.00 -35,092.76 16.45%
o . FURNITURE & EQUIPMENT 203.37 1,532.14 7,000.00 -5,467.86 21.89%
460, STAFF DEVELOPMENT & TRAVEL 2,950.46 3,110.46 18,000.00 -14,889.54 17.28%
465 . ACCOUNTING 4,432.98 6,000.00 -1,567.02 73.88%
470 . INSURANCE 100.00 3,841.00 24,000.00 -20,159.00 16.0%
475 . PROGRAMS & PROMOTIONAL 2,335.18 5,691.92 30,000.00 -24,308.08 18.97%
485 . AUTOMATION 1,864.36 32,292.03 82,000.00 -49,707.97 39.38%
505 . CONTINGENCY 79.90 647.40 10,000.00 -9,352.60 6.47%
510. CAPITAL EXPENDITURES 75,000.00 -75,000.00 0.0%
Total Expense ...:....:164,699.00 497,47f;l,43 2,15g,639.()0 <'"':!\658,3€)().57 :;: 'p23.080/0
-$57,329.24 $583,893.72
March Jan-March 09 Budget $ Over Budget % of Budget
Income
305-2 . APPROPRIATIONS (EMP BEN) 17,215.61 177,151.39 360,413.00 -183,261.61 49.15%
310-2' UNENCUMB CASH BAL PREV (EMP B) 0.00 22,868.00 -22,868.00 0.0%
Total Income Employee Benefit 17,215.61 177,151.39 383,281.00 -206,129.61 46.,22%
Expense
760' SOCIAL SECURITY TAXES EMPLOYER 7,783.16 15,522.78 109,229.00 -93,706.22 14.21%
765 . KPERS EXPENSE EMPLOYER 4,857.07 11,766.04 76,151.00 -64,384.96 15.45%
770 . UNEMPLOYMENT INS EMPLOYER 101.51 202.45 1,427.00 -1,224.55 14.19%
775 . HEALTH INSURANCE EMPLOYER 14,508.00 29,016.00 190,574.00 -161,558.00 15.23%
780 . WORKERS COMP INSURANCE 1,471.00 5,900.00 -4,429.00 24.93%
Total Expense Employee Benefit 27,249.74 57,978.27 383,281.00 -325,302.73 15.13%
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SALINA PUBLIC LIBRARY
Monthly Activity
Report
MARCH 2009
I~eferencellnformation Servic~s:;"'. "" ,.'
On-line Reference: 9
Interlibrary Loans: 460
Kansas Questions: 108
IOutre!lch 'k,,"..,! ...5,:.'.):'" . ., ,I
Activities: 8
Contacts: 9
Homebound: 17
ITe.chij9Iogy'.qen~er\.?1
Internet Users: 5,367
Microsoft Office: 24
Computer Students: 91
Digital Design: 27
1."Jlj~tftSeIVJce~.D,pal'ti1le"t:!!';'~'\)~1
Program Attendance:
Game Computers & Software Use:
Internet Use:
Total Group Visits:
Outreach:
ICLAS${,pf.,.j'!'JiX\\!S'1,i:" \,y'"v,*.j'\("'i"ii"';:\{ '.1
Sessions: 70
Participants: 1,078
658
132
782
o
5
lp.ull.licRelcltions.Activities!;"'\~;\t;; I
Press Releases: 1 07
External Contacts: 4,118
Internal PR: 2,934
IC'" I .t'" "f'M..t' "'1 .,.,.....,..,....'.MARCH..'...09..."'MA.RC. H' 08 ".:X."".''',...'',,'....~ O'09"!'""'MFD'O 8 ......"..',..... ""'''1
. I.IICU.. a Ion 0 ". aerla s '."ii''''''"""", ". ,,,.... ".8". . ..' ";""';;i8"""""""':"'''''''''''' :.p,i:."'"" " ,,c:' ,.""ii..",,,..:?"''''..'
.. .,' .. ......, .' .." ..:.. j,',.." .. .. _'~. :.-....."_;. ~'i.',r,",.';:,,:),',~'''+\''';\ " .., .., . .. ""', '<:>',.. "') r:. .. ".." "'. -: .. ".' .. .". .. ," .. --"'-:::;--'-'-:""" :i;'-~.':'j< '/ "', c, 'i;,j.r,-.,:,'<';' ,_..~.. ..' .;".~. _.'~.- .-.. _,c:.'~"',,",-.'-;.{:'_.. ,,~; .- ',' ~.. _,. .... ",-,~ ,': .,',',A; .,,0-- ./'-:.:, >;~...--\..;t\.
Adult Materials: 26,950 21,139 78,379 66,353
Adult Renewals: 1,818 1,767 4,809 4,948
Youth Services Materials: 16,100 15,258 47,604 43,725
Youth Services Renewals: 759 896 3,447 2,883
WebCat Renewals: 2,132 840 5,866 2,140
Total Circulated: 47,759 39,900 140,105 120,049
Adult Borrowers:(includes Y.S.) 5,400 5,110 15,469 14,743
Child Borrowers: 1,313 1,269 3,653 3,596
New Library Cards:
Adult: 244 209 725 663
Y outhServices 119 92 356 364
Materials Reserved:
Adult:
Youth Services:
WebCat:
I Collect!on Management "
Items Processed Monthlv
Adult: 1 ,066
Youth Services: 573
Total: 1,639
1,446
72
437
4,076
162
1,159
3,441
103
1,052
1,157
41
358
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(-':,:':~t~.'.._:,.~>~
YTD
2,681
1 ,463
4,144
I NJeetingRoom Use '.. '
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Prescott Room:
Small Conference Rm:
Tech Center Conf Rm:
Learning Center:
Monthlv
42
33
31
50
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YTD
124
93
81
124
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Librarian's Report
This has been a hectic month with a variety of activities, programs, meetings and continued
strong business in circulation. We have also been affected by staff health problems.
Youth Services has had 3 employees in and out of the hospital over the past month. So, they have
had to work short staffed and try to make arrangements with part time staff to fill in when they
can. That has been stressful.
Also, we are running an ad for an opening for a technology position. Weare also planning on
how we will replace Judy Lilly, our Kansas Librarian, who plans to retire at the end of June.
Those are big changes. They come at interesting times, as we are working on that new
automation system with the Tech Center staff and as Information Services in public libraries
continues to transition.
One of the more interesting outreach efforts this spring has been Nancy J 0 Leachman's work
with Salina Downtown, Inc. She has groups of business owners coming in for Ref/USA database
training this week to help them with marketing. It's an example of a group that may not have
thought of the public library as a resource for their small business. And, it's totally different than
our Poetry Series or most of our CLASS offerings. It fits our vision, which states that we are
transforming people's idea of what a library can be. Also, this month, we are offering another
genealogy program from Topeka via video conference. The Poetry Series on Tuesdays at Mokas
continues to draw audiences of70 -120 people.
Budget: Weare already beginning discussions for the 2010 budget. With the economy in its
current weak position and a slowdown inthe local housing market, we are developing
contingency plans we started last fall - just in case. I've met with the Dept. Heads and with
James and Jo on our Board. I will schedule a meeting with the staff. We need to consider ideas
that will slow our expenditures and cut operating costs. This begins now. Belt-tightening will
continue into next year., We are already tight since this year's general fund budget went up less
than 1%, Since we don't know how long the economic slowdown will last, or how it will affect
our local property valuation, we are circling the wagons now and preparing as best we can. We
have no control over the valuation. We can only raise the general fund mill levy by .25 mills. We
can control spending in order to strengthen our cash position for future budgets. As we try to do
that, we'll meet basic operating expenses, set priorities and focus on what is absolutely needed in
the short term future.
I know this report has been less than upbeat with budget, staff and health issues all coming
during a busy year. But, together with staff, Friends and Board we work through issues and
challenges. We gather information and discuss options to make decisions to put us in the best
position possible for successful services with our vision oflifelong learning and our mission of
enriching lives at the front of our thinking. Thanks for your support and help.
Joe McKenzie
Library Director